ENGINEERING EDUCATION GRADUATE MANUAL

ENGINEERING EDUCATION GRADUATE MANUAL 2016-2017 Department of Engineering Education, Virginia Tech 635 PRICES FORK ROAD, BLACKSBURG, VA 24061

Table of Contents ENGINEERING EDUCATION GRADUATE PROGRAM... 3 Mission... 3 Purpose of the Graduate Manual... 3 Administration of ENGE Graduate Programs... 3 Application for Admission to the ENGE Graduate Program... 4 Graduate Student Orientation... 4 Financial Assistance... 5 Continuing an Assistantship... 5 Changing From a GTA/GA to GRA... 6 Academic Eligibility... 6 Start of Semester Defence Exception.....5 Continuous Enrollment Policy...5 Scholarly Ethics and Integrity... 6 Retention of State Property..... 6 Student Health Care...........7 ENGINEERING EDUCATION GRADUATE CERTIFICATE... 8 Goals and Objectives... 8 Target Population... 8 Admission Requirements... 8 Advisor... 7 ENGE Certificate Course Requirements... 9 Application... 9 ENGINEERING EDUCATION PhD DEGREE... 8 Goals and Objectives... 8 Engineering Education PhD Coursework Requirements... 10 Timeline and Progress to Degree... 9 Graduate Advisor Selection... 11 Changing Advisors... 12 PhD Advisory Committee... 12 Plan of Study... 12 Required PhD Milestones and Examinations... 13 Qualifying Examination... 13 Preliminary Examination... 15 Research Proposal... 15 Progress Report... 15 Final Examination... 15 Dissertation... 17 Student Review Process..... 17 ENGE Graduate Faculty... 19 ADDITIONAL VIRGINIA TECH POLICIES... 19 Equal Opportunities/Affirmative Action Policy... 19 Sexual Harassment Policy... 20 Acceptable Use Of Information Systems At Virginia Tech... 20 Virginia Tech Principles of Community... 21 APPENDIX A: ENGE DEPARTMENT FORMS... 22 Summary of Forms... 22 ENGE Department Forms... 22 Qualifying Examination Writing Rubric... 26 Qualifying Examination Foundations Rubric...27 Qualifying Examination Research Methods Rubric.28 Qualifying Examination Assessment Rubric.......29 APPENDIX B: PROGRESS REVIEW PROCESS... 30 Page 2

Mission of the Graduate Program ENGINEERING EDUCATION GRADUATE PROGRAM To Support the critical role of engineering societal and global development To improve the synergistic role of education research, teaching, practice and advising in engineering To promote the value of and need for education and developing engineering professionals Purpose of the Graduate Manual The Graduate Manual provides a detailed description of the requirements for all graduate programs offered by the Department of Engineering Education as well as descriptions of the procedures to be followed in completing the requirements of each program. Additional information concerning Graduate School requirements may be found in the Virginia Tech Graduate Policies and Procedures and Course Catalog: http://graduateschool.vt.edu/graduate_catalog/ If there is any doubt regarding the interpretation of any regulation or requirement in this manual, or if there are questions about the graduate program involving matters not covered in this manual, please consult with the Assistant Department Head (ADH) for Graduate Programs. This manual includes the requirements, policies, and procedures adopted by the ENGE Department for successful completion of graduate programs. The requirements set forth herein apply only to graduate programs in ENGE. The Virginia Tech Graduate School has established further and separate requirements and ENGE graduate students must meet the requirements of both the Graduate School and the ENGE Department for successful degree completion. While Graduate School requirements may be mentioned occasionally in this document the student should consult the Graduate Policies and Procedures and Course Catalog for a complete description of those requirements: https://secure.graduateschool.vt.edu/graduate_catalog/policies.htm;jsessionid=953d7ca9fd22226275354e261493f460. kilkenny The requirements, policies, and procedures set forth herein apply to students joining the ENGE Graduate Program on or after Fall Semester 2016. It is the responsibility of each graduate student in ENGE to understand and adhere to all applicable policies, procedures, and requirements included in the Graduate Manual. The provisions of this manual do not constitute a contract, expressed or implied, between any applicant or student and the ENGE Department or Virginia Polytechnic Institute and State University. The University and the ENGE Department reserve the right to change any of the provisions, schedules, programs, courses, rules, regulations, or fees whenever University or departmental authorities deem it expedient to do so. Administration of ENGE Graduate Programs The ADH for Graduate Programs and ENGE Graduate Committee develop all requirements, policies, and procedures for the ENGE Graduate Program with input from students and faculty. The Graduate Coordinator serves as administrative assistant to the Graduate Program, maintains all files for the graduate program, is the source of information on the graduate program including but not limited to: forms 3

for carrying out graduate program and Graduate School requirements, course registration, application for admission and financial aid, grade changes, and other routine paperwork relating to the graduate program. The Virginia Tech Department of Engineering Education offers a Graduate Certificate in Engineering Education and a Doctor of Philosophy (PhD) Degree in Engineering Education. The administrative staff of the graduate program of the ENGE Department includes: Interim Department Head: ADH for Graduate Programs: Graduate Program Coordinator: Dr. Donna Riley 540.231.6555 dmriley@vt.edu Dr. Holly Matusovich 540.231.4205 matushm@vt.edu Linda Hazelwood 540.231.7359 lindawh@vt.edu Application for Admission to the ENGE Graduate Program To expedite the application process, online applications are required. Completed applications should include: Completed application for admission to the Graduate School, Three letters of recommendation, A statement of purpose and research interests (1000-word limit) for graduate study, Official transcript(s) can be either scanned official transcript(s) or electronic official transcripts provided by the institution s Registrar; original transcripts are required upon enrollment, Graduate Record Examination (GRE) scores, TOEFL scores for students whose first language is not English. GRE scores and unofficial transcripts are required even for applicants holding other degrees from Virginia Tech. The application for admission to the Graduate School should indicate the semester and year for which the student is applying for admission. Applicants can begin the online application process at: https://applyto.graduateschool.vt.edu/pages/login.php TOEFL scores (if applicable), GRE scores AND unofficial transcripts must be received by the Graduate School before the application can be considered complete and released to the ENGE Department for consideration. The application review process is addressed later in this manual. Graduate Student Orientation Prior to the start fall semester the ENGE Department conducts a mandatory orientation to the Department and the graduate program for new graduate students. This orientation provides new students with a review of ENGE graduate program requirements, procedures for fulfilling those requirements, guidance on selecting a faculty advisor, the graduate honor system, and other topics of importance to new students. For students serving as teaching assistants, additional Department and University training is also required. Additional orientation sessions may continue throughout the Fall semester. 4

Financial Assistance The ENGE Department offers financial assistance for qualified graduate students in the form of graduate teaching assistantships (GTA) and graduate research assistantships (GRA); students must apply before January 15 to be given full consideration for funding. Additional fellowships are also available through the College of Engineering and the Graduate School; students are notified on a case-by-case basis when the Department is asked to make nominations. The monthly stipend for GTAs and GRAs varies depending on the nature of the assistantship and the graduate level of the student. All assistantships carry a waiver of tuition, except those awarded during summer terms. Fees included in enrollment (estimated based on 2016 data) include: Engineering, Library, and Technology Fee - $524.50 Comprehensive Fees (Student Activity, Health, Athletic, Bus, Recreation Sports, Student Service) - $955.50 Out of State Capital Fee - $302.00 Students pay the comprehensive fees and the out-of-state capital fee. All other fees are usually paid for with their fellowship/assistantship. These are estimated fees and should be verified. All the fees can be found on the Bursar's website: http://www.bursar.vt.edu/tuition/2016-2017.php#graduate Teaching assistants must be on campus one week prior to the start of classes. The dates of the ENGE Department PhD student orientation are coordinated with other training activities to avoid conflicts. A student who is awarded a full-time GTA is obligated for 20 hours of work per week throughout the semester for which the award applies. Typically, a GTA is assigned to teach in the first-year engineering program. GRA awards are made to support research projects that are supervised by ENGE faculty; hence, the principal investigator for the research project from which the funding comes awards GRAs. GRA offers should include a discussion of expectations for ongoing funding and advisor relationships. A student receiving a full-time GRA is expected to work 20 hours per week during the semester for which the award applies, the duties being assigned by the principal investigator. The duties of a student on a fellowship depend on the particular fellowship and are not covered in this manual. Students holding a full-time -assistantship must carry a course load of at least 12 credit hours per semester, and not more than 18 hours (until required coursework is completed). Until a student passes the Qualifier, if he or she is funded on a GTA, he or she must be registered for at least one class unless she or he has permission from the ADH for Graduate Programs. Students holding less than full-time GTAs or GRAs receive a proportionally smaller stipend and reduced tuition waiver and carry a proportionally lower workload. Graduate School policies govern whether additional or outside employment is allowed. Continuing an Assistantship Continued assistantship support is competitive and dependent on funding available to the Department. For students pursuing a PhD, the terms of a GTA or GRA are contingent on satisfactory academic progress, satisfactory performance of GTA or GRA duties, and professional and personal conduct of an exemplary nature. At the end of each semester the faculty members directly supervising the student will evaluate the quality and quantity of work performed (using materials such as student progress reviews and teaching evaluations) and make recommendations for continuance of GTA or GRA students. Similarly, the ENGE Graduate Committee reviews the performance of graduate students, with input from the advisor, at the end of each semester (see Academic Eligibility and Progress Review Process). Students are typically awarded two years of GTA support. After two years, funding is not guaranteed but preference will be given to ENGE students over other Engineering students. 5

Request for renewal of assistantships will be considered, along with new applications, in the early spring and fall of each year. With input from advisors, the ENGE Graduate Committee makes recommendations to the ADA for Graduate Programs, who then awards assistantships for the following semester along with the ADH for Undergraduate Programs. Changing From a GTA/GA to GRA A student who has been offered and accepted a GTA contract for a given semester may give up a GTA for a GRA up to three weeks (21 days) before the fall contract start date or before the end of the fall semester for spring classes. Beyond that time, a GTA may be vacated in favor of a GRA only with the consent of the ADH for Graduate Programs and the ADH for Undergraduate Programs. If the decision is reached that the GTA position cannot be vacated, the Department Head will be consulted before the decision is implemented. One consideration in the decision is the availability of qualified graduate students to fill the vacated GTA or GRA position. Academic Eligibility For academic eligibility, a student must maintain a cumulative grade point average of 3.00 or better for all courses taken while in Graduate School at Virginia Tech. The ENGE Department continuously monitors the progress of each graduate student (see Student Review Process). Any student with a cumulative grade point average below 3.00 for his/her last semester of graduate work will be placed on academic probation and may be required to appear before the Graduate Committee. The purpose of this appearance is to discover the source of the difficulties evidenced by unsatisfactory progress and to outline avenues that the student should pursue to improve his/her performance. In accordance with Graduate School and ENGE Departmental policy, any student who fails to meet these requirements in two successive semesters will typically be dismissed from the ENGE graduate program. The student s advisor will be consulted at all stages in this process. The EngE academic probation form is located on the student resource section of our website. There are a variety of reasons a student may receive an incomplete in a course. If the incomplete is not resolved by the last day of classes of the next semester in which the student is enrolled, the student will be placed on academic probation and may be required to appear before the Graduate Committee. The purpose of this appearance is to discover the source of the difficulties and to outline avenues that the student should pursue to improve her/his performance. Two successive semesters on probation will typically result in the student being dismissed from the ENGE graduate program. The student s advisor will be consulted at all stages in the process. Start of Semester Defense Exception (SSDE) Start of Semester Defense Exception (SSDE) is a special enrollment category for students who have fulfilled all requirements, including advisory committee review and agreement that the thesis or dissertation is ready for defense, and are registering only to take the final oral examination. More details can be found on the Graduate School website: http://graduateschool.vt.edu/academics/what-you-need-to-graduate/deadlines-foracademic-progress/start-of-semester-defense-exception.html Continuous Enrollment The Commission on Graduate Studies & Policies and University Council approved a resolution (2014-15H), which requires graduate students to be continuously enrolled for a minimum of three credit hours in all spring and fall semesters at the University from the time of initial matriculation in the degree program until graduation. There are exceptions and procedures for taking a Leave of Absence that can be found here: http://secure.graduateschool.vt.edu/graduate_catalog/policies.htm?policy=002d14432c654287012c6542e382008cscholarl y Ethics and Integrity 6

Scholarly Ethics and Integrity Academic integrity is essential for maintaining the quality of scholarship in the Department and for protecting those who depend on the results of research work performed by faculty and students in the Department. The faculty of the Department of Engineering Education expects all students to maintain academic integrity at all times in the classroom and the research laboratory and to conduct their academic work in accordance with the high ethical standards of the engineering profession. Students are expected to maintain academic integrity by refraining from academic dishonesty, and conduct that aids others in academic dishonesty or that leads to suspicion of academic dishonesty. The Department of Engineering Education Scholarly Ethics and Integrity Plan was approved by the Graduate School April 2014 and is posted on the Student Resources section of our website. The Graduate Honor Code establishes a standard of academic integrity. As such, this code demands a firm adherence to a set of values. In particular, the code is founded on the concept of honesty with respect to the intellectual efforts of oneself and others. Compliance with the Graduate Honor Code requires that all graduate students exercise honesty and ethical behavior in all their academic pursuits at Virginia Tech, whether these undertakings pertain to study, course work, research, extension, or teaching. Details on the Graduate Honor Code can be found at the following Virginia Tech website: http://graduateschool.vt.edu/academics/ethics Violations of academic integrity will result in disciplinary actions ranging from failing grades on assignments and courses to probation, suspension, or dismissal from the University. It is recognized that the graduate students have very diverse cultural backgrounds. In light of this, the term ethical behavior is defined as conforming to accepted professional standards of conduct, such as codes of ethics used by professional societies in the United States to regulate the manner in which their professions are practiced. The knowledge and practice of ethical behavior shall be the full responsibility of the student. Graduate students may, however, consult with their major professors, Department Heads, the international students office, or the Graduate School for further information on what is expected of them. More specifically, all graduate students, while being affiliated with Virginia Tech, shall abide by the standards established by Virginia Tech, as these are described in the Graduate Honor System Constitution. Graduate students, in accepting admission, indicate their willingness to subscribe to and be governed by the Graduate Honor Code and acknowledge the right of the University to establish policies and procedures and to take disciplinary action (including suspension or expulsion) when such action is warranted. Ignorance shall be no excuse for actions that violate the integrity of the academic community. Specific guidance regarding potential honor code violations on the Qualifying and Preliminary Examinations is described in the sections on those Examinations. In all written work completed for ENGE course and degree program requirements, students should be sure to fully cite sources of ideas as well as direct quotes. To avoid plagiarism, students should use direct quotes around any strings of text longer than three words that are directly copied from any other source. Retention of State Property When students leave the university for any reason they must return all property belonging to the Commonwealth of Virginia to their faculty supervisor or other appropriate persons. It is unlawful to remove from the university campus any property that was purchased with state funds (including sponsored research funds) or developed while employed by Virginia Tech in any category. Some examples of items that cannot be taken away or destroyed are door keys, computer programs, laptops, books, original drawings and figures for research reports, and video or camera equipment. 7

The student and his/her advisor, mentor or the ADH for Graduate Programs should determine ownership of data and make arrangements for appropriate access. Student Health Care All full-time graduate students are required to pay a health-service fee. The Health Services Office provides limited medical care in the infirmary (McComas Hall) for all students when the university is in session and for those students who are required to work between terms. Students are not eligible for health services when they are not registered. More information can found here: http://www.healthcenter.vt.edu/appointments/who_is_eligible/index.html Students must report immediately to their supervisor any accident or injury occurring while they are on university business or related travel. More information about the process can be found on the Human Resources website: http://www.hr.vt.edu/benefits/workerscomp/ ENGINEERING EDUCATION GRADUATE CERTIFICATE The education of future engineers is an increasingly critical issue for 21 st century universities. Enhancing undergraduate education, however, requires enhancing the preparation of those who teach undergraduates. The success of these calls to reform, then, depends on educating a new kind of engineering professor one who, in addition to conducting cutting-edge research in his or her specialty, also understands the theory and practice of teaching, keeps current with (and possibly conducts) research in engineering education, and leads colleagues to implement changes at curricular as well as course levels. Goals and Objectives The Graduate Certificate in Engineering Education is designed to serve as evidence that the holder has completed a set of experiences, including having teaching responsibility, to begin their preparation as a successful faculty member. Target Population Current graduate students in any Virginia Tech Department wishing to demonstrate knowledge of educational theory and practice as applied to engineering topics. Admission Requirements Graduate students wishing to earn the Graduate Certificate in Engineering Education must be currently enrolled (not provisional) Master s or Doctoral students in good standing in any Virginia Tech discipline or major. For admission to the Certificate program, applicants must also satisfy at least one of three requirements: 1. Enrollment in a graduate program in the College of Engineering, or 2. A Bachelor s degree in any field of engineering, or 3. A Bachelor s degree in the physical or biological sciences or mathematics Applicants who do not meet any of the three requirements may request special consideration from the ENGE Graduate Committee. The Committee will stipulate coursework that the student would need to begin studies for the Certificate and may recommend that the student be admitted on a provisional basis until the specified coursework is successfully completed. In general, the specified coursework will not count toward the credits required for the Certificate. Advisor 8

Students in the Engineering Education Graduate Certificate program are not required to have an advisor in ENGE. ENGE Certificate Course Requirements To earn the Certificate, graduate students must complete a minimum of 13 graduate credits, all of which must be taken for a letter grade. A minimum of seven (7) of the 13 credits must be ENGE courses. Students may request to the ENGE Graduate Committee that other courses be added to the Pedagogy List and/or the Elective List. No more than 50% of the credits for a graduate certificate can be double-counted across multiple graduate certificates. No more than 50% of the credits for a graduate certificate can duplicate credits on a degree plan of study. No credits can be triple-counted. All grades for certificate courses must be "C" or higher and the overall certificate GPA must be 3.0 or higher. Seven (7) Credits of Required Core Courses: ENGE 5014: Foundations of Engineering Education (3 credits) ENGE 5504: Practicum in the Engineering Classroom (1 credit) GRAD 5104: Preparing the Future Professoriate (3 credits) Minimum of Three (3) Credits from the Pedagogy List: GRAD 5114: Pedagogical Practices in Contemporary Contexts (3 credits) ENGE 5024: Design in Engineering Education and Practice (3 credits) ENGE 5204: Design of Laboratory Courses for Engineering Education (3 credits) ENGE 5404: Assessment Techniques in Engineering Education (3 credits) Maximum of Three (3) Credits from the Elective List: Recommended electives related to teaching: EDCI 5114: Advanced Educational Psychology (3 credits) EDCI 5164: Principles of Instructional Design (3 credits) EDCI 5604: Distance Education (3 credits) EDCI 6644: College Teaching (3 credits) GRAD 5004: GTA Workshop (1 credits) GRAD 5984: Critically Engaged Teaching with Advanced Technology (3 credits) STS 6614: Advanced Topics in Technology Studies (Engineering only) (3 credits) ELPS 6424: Institutional Effectiveness & Outcome Assessment in Higher Education (3 credits) Other electives (more research-focused) that we will also accept toward the Certificate: ENGE 5604: Engineering Education Research Methods (3 credits) EDRE 5404: Foundations of Educational Research & Evaluation (3 credits) EDRE 6605-6606: Quantitative Research Methods in Education I & II (3 credits each) EDRE 6614: Qualitative Methods in Educational Research (3 credits) Application To apply for the Engineering Education Graduate Certificate, please visit the Graduate School s Certificate website: http://graduateschool.vt.edu/graduate_catalog/certificate.htm?certificateid=certificateid_12 ENGINEERING EDUCATION PhD DEGREE 9

Goals and Objectives This program responds to the need, in Virginia and around the world, for more and better research into engineering education and more and better teaching of engineering at all levels. Engineering researchers and educators must be better prepared to address a more diverse group of students, from levels in middle school through doctoral study, and to generate new knowledge in the field of learning in an engineering context. The learning outcomes graduates are expected to demonstrate include the ability to: Conduct and direct research in engineering education Develop, review, and critique effective research designs Effectively teach engineering subjects Design and assess engineering courses Address critical issues facing engineering education Engineering Education PhD Coursework Requirements An ENGE PhD requires a minimum of 90 total credits beyond the Bachelor's degree with the program of study subject to approval by student's advisory committee: Twelve (12) Credits of Engineering Education Core Coursework: ENGE 5014: Foundations of Engineering Education (3 credits) ENGE 5404: Assessment Techniques in Engineering Education (3 credits) ENGE 5504: Practicum in The Engineering Classroom (minimum 3 credits) ENGE 5604: Engineering Education Research Methods (3 credits) ENGE 5714: Topics in Engineering Education Research: Advanced Research Methods (3 credits) Three (3) Credits of Quantitative or Qualitative Research Methods (different than the specialty area chosen in ENGE 5714: Topics in Engineering Education Research: Advanced Research Methods) Nine (9) Credits of Education (in the School of Education) Fifteen (15) Credits of non-enge Engineering Coursework Six (6) Credits of Electives: (5000 or 6000 level coursework in ENGE or other discipline supporting student's research concentration) Minimum of Thirty (30) Credits of Dissertation Additional Information Normally the student will have no more than nine (9) credits among 5974 and 5984 independent study/special study courses Normally categories defined above are mutually exclusive At least nine (9) credits will normally be at the 6000 level, relevant to the student's research (do not have to be ENGE courses) Up to thirty (30) credits from a Master s degree may be counted toward the PhD at the discretion of the student's advisory committee Four semesters of ENGE 5704: Engineering Education Graduate Seminar are required. It is recommended that students complete this requirement in their first two years. Although enrollment is not required beyond four semesters, all graduate students should regularly attend seminar and each student will be accountable to his or her advisor for doing so. Timeline and Progress to Degree Students pursuing a graduate degree in the ENGE Department must satisfy the requirements of the Graduate School and the ENGE Department. The requirements of the Graduate School are integrated into those of the 10

ENGE Department and hence will not be treated separately herein. For a discussion of general Graduate School requirements, the reader should see the Graduate Catalog. A summary of the timeline for completing the requirements is presented in Table 1. Table 1. Suggested progress-to-degree timeline. Activity Time Frame Select an Advisor Semester 1 2 Qualifying Examination First Attempt Before Start of Year 2 Select Committee Semester 2 3 Plan of Study* Semester 2 3 Complete Coursework Semester 2 6 Preliminary Examination** Semester 3 6 Research Proposal* Semester 4 7 Research Progress Report* Semester 5 9 Final Examination or Dissertation Defense ** Semester 6-10 *Form required by department and/or graduate school ** Scheduled through the graduate school online registration form Graduate Advisor Selection The first step in defining the plan of study is the selection of a graduate advisor. For students pursuing the PhD the advisor must be a member of the ENGE teaching faculty (or a qualified Affiliated Faculty Member) and should have particular expertise in the area of research the student intends to pursue. Graduate School policy includes provisions to change advisor, if necessary, after filing the plan of study. In all cases, the faculty member must give his/her consent to serve in the capacity of graduate advisor. The ADH for Graduate Programs will approve the Plan of Study. To allow ENGE PhD student s sufficient time to develop their research interests, the Department encourages prospective and new students to meet with as many of the ENGE faculty as possible (at least three) before selecting an advisor. Considerations should include research interests, work styles, personalities, and funding opportunities. Students must have an advisor before taking the Qualifying Exam. The plan of study (which requires an advisor and committee) is due at the end of the third semester. Students without an advisor will be assigned provisionally to the ADH for Graduate Programs or another member of the Graduate Committee, but a final advisor decision must be made before taking the Qualifying Exam or filing the plan of study. Departmental values guiding Advisor Selection include: 1. Students should be given the ultimate power to choose their advisor and to change their mind. 2. Students should not be required to select their advisor too soon. The department advocates a shop around approach to encourage students to identify advisors with both the appropriate research and work style. 3. Students are funded by various means, including GTAs, GRAs, fellowships, other programs at VT, and self-funding. 4. Faculty should be aware of the applicant pool and each applicant s advisor status. 5. Faculty should have the opportunity to interact with each student before the student selects an advisor. 6. Graduate Program should be able to depend on faculty to participate in the recruiting process. 7. Graduate Program should be able to depend on faculty to participate in the admission process. 11

Changing Advisors If the student or advisor wishes to change advisory committee membership after the plan of study is submitted, they must submit a form through the Graduate School: http://graduateschool.vt.edu/forms/academics/change_of_committee-advisor.pdf PhD Advisory Committee For the PhD a graduate advisory (research) committee is required. The graduate advisor serves, as the chair of the student s graduate advisory committee and the student should seek the assistance of his/her advisor in identifying faculty who might serve on the committee. The committee should be composed of those faculty members who can best assist the student in completing his/her graduate research. Each member is added to the student s committee after consenting to serve. For students pursuing the PhD in Engineering Education, the advisory committee must include a minimum of four members. The committee includes the advisor, at least two ENGE faculty and one member from outside of the Department. Affiliate Faculty can count as either internal or external to the department. The Graduate School requires that at least four members hold PhDs. Committee members are expected to attend meetings as a collective body. Under unusual circumstances a member of the committee may attend a meeting by video or telephone connection. However, the student s advisor must be physically present at all such meetings (unless on research leave or similar distant and extended assignment). Faculty participation on graduate student committees is considered to be an important part of ENGE faculty responsibilities. To this end, the ENGE faculty is expected to attend all committee meetings for graduate students they advise or on whose committees they serve. Members of the PhD graduate advisory committee are recommended by the student and his or her advisor and approved by the ADH for Graduate Programs. The Department s Plan of Study form includes a section for providing a short justification for the selection of each member of the PhD Dissertation Reading Committee. This document should: 1. List major components of expected research, and 2. List committee members and how their areas of expertise relate to these research components If a proposed member is not a Virginia Tech faculty member or not tenure track, a bio sketch of that proposed member must also accompany the request. In these cases, please also include the Graduate School s required form for University registration of non-tenure track and non-vt faculty members: http://graduateschool.vt.edu/forms/academics/graduate Committee Service Approval form.pdf Plan of Study After identifying a graduate advisor and Graduate Committee, a student defines his/her plan of study in consultation with his/her advisor. The courses listed on the plan of study must include, but are not limited to, all courses required for the PhD. A plan of study is required of all students pursuing graduate degrees at Virginia Tech. The PhD Plan of Study form can be found on the ENGE Graduate Student Resource website and includes the information below. 1. List of courses to be completed in the course of degree completion, including the semester and year in which each will be taken. 2. The names and signatures of each member of the student s graduate advisory committee. 3. Justification for each member s inclusion on the advisory committee. 12

To allow ENGE PhD student s sufficient time to select an advisor and committee, the plan of study should be submitted by the end of the 3 rd academic semester as suggested by the Graduate School. An extension may be granted under extenuating circumstances with written permission from the ADH for Graduate Programs. The Graduate School has rules on transfer credit. As much as 50 percent of the graded credit hours beyond the baccalaureate for the doctorate, obtained at an accredited institution, may be considered for transfer toward the degree. All such credits must have earned grades of B or better, have been earned while the student was in good standing, and be acceptable for graduate degree credit at the home institution. Grades of S or P are not acceptable unless the course is only offered on a pass/fail basis. All transfer courses must be acceptable to the student's advisory committee and must have been completed within the time limits prescribed for satisfying degree requirements. Credits are transferred when they are entered on the plan of study and approved by the Graduate School: http://graduateschool.vt.edu/forms/academics/course_justifcation_request_4_2014.pdf Transferred courses count only as credit hours and are not included in calculation of the GPA. In addition to a listing of courses, the student should write a justification for the inclusion of each member of the committee stating the qualifications each member brings relative to the student s research effort. The committee justification should be attached to the plan of study. The plan of study approval process includes review and signed approval by the student s advisor, Graduate Committee members, and the ADH for Graduate Programs. The Plan of Study is to be submitted to the Graduate Program Coordinator for electronic approval by the ADH for Graduate Programs and the Dean of the Graduate School. Required PhD Milestones and Examinations All ENGE PhD students are required to complete the following milestones in the order listed: 1. Qualifying Examination * 2. Preliminary Examination 3. PhD Research Proposal 4. Progress Report 5. Final Examination (Defense) * The ENGE Graduate Committee administers the Qualifying Examination, while the student s advisory committee administers all others. Qualifying Examination Students should complete Foundations, Research Methods and Assessment courses within the first year of enrollment in the PhD program enabling them to take the Qualifying Exam in August prior to the start of the second year. Students with an incomplete in any of these three core courses will not be permitted to attempt the Exam until the incomplete is resolved and a passing grade earned. Qualifying Exam dates will be announced at the start of each academic year. The Qualifying Exam serves the purposes of a) continual assessment of program and core courses, b) evaluation of student learning outcomes; and c) evaluation of student preparedness for doctoral study. This examination assesses the student s understanding of the field of engineering education and the major theoretical concepts, applied issues, and means of inquiry for undertaking research in the field. It is a 10.5-day, take-home, written exam, with three questions provided in separate files, each based on one of the core courses, Foundations, Research Methods, and Assessment. The questions are designed so that students can use the readings from the course they completed to write an effective response. Aside from supplemental readings that may be provided with exam questions, students should be able to address each exam question without going beyond readings assigned in their course. 13

If a student does not pass one or more questions on the first attempt, he/she will be provided with a remediation plan and designated review process (see section on Progress Review Process) for each question. The remediation plan may or may not include a timed re-take of the failed questions. The remediation plan counts as the second attempt at the Qualifying Exam. No more than two attempts at the Qualifying Exam are permitted. Students who fail to pass the second attempt will be ineligible for a Doctoral degree from the Department of Engineering Education. Failing to respond to a question counts as a failure on that question. Failure to engage in the remediation process counts as a failure on that question. The Qualifying Examination must be completed before the Preliminary Examination. As with all grades, the Graduate School permits students to appeal grades. Normally, appeals are directed to the course instructor but the Qualifying Exam does not have an instructor. Therefore, the procedures are as follows. If appealing a grade on the Qualifying Exam, he/she should speak with his/her advisor. If the ADA for Graduate Programs is serving as the advisor, the student will need to find a member of the graduate faculty willing to serve as an advocate. The student and advisor/advocate will prepare a written appeal to be submitted to the ADH for Graduate Programs. The ADH and Graduate Committee will determine the appropriate course of action for addressing the appeal. Extensions on response submission for the Qualifying Exam will only be granted under extenuating circumstances in consultation with the Department Graduate Committee and/or Department Head. Extenuating circumstances are usually personal or health problems that we define as: Exceptional, short-term events which are outside of a student s control and have a negative impact upon their ability to take or complete the Qualifier Exam. It is the responsibility of the student to notify the Graduate Program Director, at the earliest opportunity, if there are any extenuating circumstances that might have a bearing on qualifier examination performance during the exam period. Students with disabilities documented by the SSD office that wish to seek accommodation on this Examination or any other listed above must submit their request in writing to the ADH for Graduate Programs no less than 30 days prior to the start of the Examination. SSD typically does not allow accommodations for take-home examinations. However, the Graduate Committee is committed to working with students and SSD for reasonable solutions. Please see the following website: http://www.ssd.vt.edu/testingaccommfaculty.htm - answer12 Rubrics can be found on the student resource section of our website. Examples of questions from previous Examinations are available on a student-managed shared Google Drive. Qualifying Exam Procedure 1. An invitation email is sent to eligible students, asking them to confirm whether they intend to take the Exams. 2. Questions are distributed by email to students. Students have 10.5 days to complete all three questions. 3. During the Exam, the ADH for Graduate Programs fields all questions from students and obtains answers from faculty members as needed. Answers are anonymized and reported to all students taking the exam. Each student s identity is protected until the very end of the process, after all Exams have been rated. 4. When Exams are completed, student responses are distributed to the faculty teams for rating, using rubrics available on the student resource section of our website. Faculty are typically given at least two full weeks to read and review responses. Exams are rated on a 3-point scale: Fail, Pass, High Pass. Additionally, faculty are responsible for writing feedback for the students on each response (300 words minimum). 14

5. If an Exam response is failed, or the raters disagree, then the third rater on the team reads the response to help make a sure judgment. If an Exam response is still deemed failed or in debate, this response will be sent to all graduate faculty for review at the final results meeting. 6. When teams have completed Exam rating, all graduate faculty members meet to discuss results and make final decisions on scores. In addition, faculty members recommend possible improvements for the curriculum, the program, and/or the qualifying exam process itself. The grading teams also provide recommendations for remediation plans for failed responses. 7. The Graduate Coordinator compiles all scores, feedback and remediation plans and the ADH for Graduate Programs emails the results to each student. 8. As described in the section on Student Reviews, any students needing remediation plans will meet with the Graduate Committee. The Advisor or alternative faculty member may be present for the meeting. Preliminary Examination The Preliminary Examination in Engineering Education is a vital and required step towards student preparation for undertaking Doctoral level research. The purpose of this Examination is to assess one s readiness to pursue creative, original, independent research at a level typically expected of PhD students. Along with the Qualifying Examination, the Preliminary Examination is one component required to gain status as a Doctoral candidate in the Department of Engineering Education. The Qualifying Examination must be completed before the Preliminary Examination. Engineering Education PhD students advance to candidacy after successfully passing the Preliminary Examination, but must still write and defend a research proposal before beginning their research in earnest. Preliminary Examinations must be scheduled through The Graduate School. This document supplements Graduate School policies listed in the Graduate Catalog: http://graduateschool.vt.edu/graduate_catalog/policies.htm?policy=002d14432c654287012c6542e3630013. The purpose of this description is to establish common expectations for the Preliminary Examination and Proposal Defense, and to protect both ENGE students and faculty. The Examination includes both written and oral parts for ENGE PhD students. The written portion of the Examination is typically completed over a total of 14 days of writing. A common format is approximately three questions related to the research area of interest to the student, based on a reading list developed jointly by the student and his or her committee. Extensions of more than 24 hours beyond the original deadline, which would only be granted under extraordinary circumstances, should only be granted in consultation with the Assistant Department Head and Graduate Committee. The oral portion of the Examination is administered at least two weeks after completion of the written portion and must be scheduled through the Graduate School. Faculty serving on ENGE PhD committees should be given at least two full weeks to read and review the Preliminary Examination written responses. The Preliminary Examination is to be solely the work of the PhD candidate and no outside assistance from other individuals is allowed, to include proofreaders or writing assistance. To do otherwise will be considered a violation of the honor code, and cases will be forwarded to the Graduate Honor System. Students must be registered during the semester the Examination is taken. Students may not schedule the Preliminary Examination until they have an approved plan of study. The student s advisory committee administers the Preliminary Examination. To pass the Final Examination, a degree candidate must have a favorable vote from a majority of the Examining committee, with a maximum of one negative vote. All members of the student s advisory committee must attend the oral portion of the Examination, at least virtually via teleconference. If performance on the Preliminary Examination is unsatisfactory, one full semester must lapse (15 weeks) before the Examination is administered a second time. 15

Students failing the Preliminary Examination twice will be dismissed from the program. The result of the Examination is recorded through the ESS on the day of the oral portion of the Examination. Each member of the student s advisory completes the electronic Examination card. Advisory committees reserve the right to alter a plan of study based on performance on the Preliminary Examination, for example, to require coursework addressing a deficiency not serious enough to warrant failure of the Examination. The oral examination portion of preliminary examination scheduling will be processed digitally through Electronic Signature Approval System (ESS) at https://ess.graduateschool.vt.edu/. Students will sign into the ESS to request their preliminary examination. Advisory committee members will sign into the ESS to approve the preliminary examination request as well as electronically sign the examination card (notification sent to the @vt.edu <http://vt.edu> email address). An examination should not be held without receipt of the notification email from the Graduate School. Please contact the Graduate School before the examination if you have not received a scheduling notification email. Research Proposal To initiate the research effort, the student is required to prepare a research proposal that describes the background, purpose, and methods of the research, the outcome anticipated, and the contribution to the field. This proposal must be in written form and must be presented to the advisory committee at a meeting where all committee members are present (in person, via phone or video teleconference). The student should consult with his or her committee regarding expectations for length, scope and format. The signatures of each committee member on the proposal approval form signify approval of the proposed research effort (see ENGE Grads Scholar site for the form). This form is delivered to the ENGE Graduate Program Coordinator for inclusion in the student s academic record. A student pursuing a PhD degree should demonstrate the ability to carry out original and creative research, and the results of the research should be sufficiently significant to be publishable in a major technical journal. Thus, the writing style, grammar, and spelling of the proposal and dissertation should reflect a high level of skill in written communication. Progress Report Between the research proposal and the Final Examination the student is required to provide at least one progress report to his/her advisory committee at a meeting where all committee members are present. The time of this meeting is determined by the student s advisory committee, but can be no later than three weeks preceding the scheduled final defense. The advisory committee signs the progress report form (see ENGE Grads Scholar site) and this form is delivered to the ENGE Graduate Coordinator for inclusion in the student s academic record. Final Examination All graduate students pursuing a PhD are required to pass an Examination with an oral component administered by the advisory committee. The Examination is typically an oral defense of the dissertation. The Final Examination is a requirement of the Graduate School and must be administered during a semester in which the student is registered. In order to schedule a Final Examination, the student must submit their dissertation manuscript to their committee four weeks prior to the exam. According to the Graduate School, scheduling requires the committee to have read the document before scheduling the defense, and ENGE departmental policy requires that faculty are given two weeks to read documents. The Graduate School policy states: For scheduling of the Final Examination, Thesis Master's and Ph.D. students must have the thesis/dissertation ready for defense (as judged by Advisory Committee members having read the 16

document and signed the examination scheduling request) and the student must be able to complete all other degree requirements within the semester when the examination is held: all coursework on the Plan of Study will need to be completed with grades of C- or higher and both the Plan of Study GPA and the overall GPA must be a 3.0 or higher by the end of the semester. Because some of the problem situations with deficient grades or credits require retaking courses or adding credits, the Plan of Study should be examined at the beginning of the semester in which a student plans to take the Final Examination. http://graduateschool.vt.edu/graduate_catalog/policies.htm?policy=002d14432c654287012c6542e3630013 Final Examinations are open to the public and must be advertised as soon as the exam is scheduled with the Graduate School. Students are required to submit their dissertation abstract (150-300 words) and their professional biography (50-100 words) to the Graduate Coordinator when they send the request to the Graduate School. The Graduate Coordinator then sends out the announcement as soon as time and date confirmation is received. To pass the Final Examination, a degree candidate must have a favorable vote from a majority of the Examining committee, with a maximum of one negative vote. If a student fails the Final Examination, there must be a lapse of one full semester (15 weeks) before rescheduling the Examination. A student is allowed no more than two opportunities to pass the Final Examination. The result of the Final Examination must be reported to the Graduate School through the Electronic Thesis and Dissertation (ETD) system. In addition, the student completes an exit survey form and a graduate information form that is provided by the ENGE Graduate Coordinator. Dissertation The dissertation must be submitted to the student s advisory committee at least four weeks prior to the Final Examination. The dissertation must be approved by all members of a student s advisory committee, usually upon successful completion of the Final Examination. If a committee member does not approve the dissertation, upon the faculty member s request, a written dissenting opinion can be bound with the final document. A successful candidate is allowed a maximum of one negative vote. Dissertations must be filed and approved electronically with the Graduate School through the Electronic Thesis and Dissertation (ETD) system: http://graduateschool.vt.edu/graduate_catalog/policies.htm?policy=002d14432c654287012c6542e3720025 The student, advisor, committee members, and the ENGE Graduate Program Coordinator are notified once the ETD process is complete and the document is available online. Progress Review Process The Graduate School requires annual reviews with graduate students. The Department of Engineering Education requires reviews twice per year. Until the student passes the Preliminary Exam, the review will be conducted by the Graduate Committee and will consist of multiple data sources. The required data to be 17